Project Administrator

Position: Project Administrator

 Location: Hybrid/Ottawa

Job ID#: CSC-1088

Duration: 12 months

Background

The Financial Management Applications division within Agriculture and Agri-Food Canada (AAFC) maintains and operates the SAP Enterprise Resource Planning (ERP) environment for seven (7) Client Partners:

·        Agriculture and Agri-Food Canada,

·        Canadian Food Inspection Agency,

·        Natural Resources Canada,

·        Environment and Climate Change Canada,

·        Canadian Nuclear Safety Commission,

·        Veteran Affairs Canada, and

·        the Office of the Chief Electoral Officer.

As the leader of the SAP cluster, AAFC is responsible for providing SAP application management and development services, as well as managing the SAP database infrastructure for the Client Partners.

Each Client Partner is dependent upon the AAFC cluster SAP environment to support their ongoing operations, particularly in the areas of finance, asset and materiel management, and related reporting. The AAFC SAP cluster is a mission critical system with a disaster recovery plan (DRP) to ensure continuity of service for AAFC clients.

Deliverables

·        Providing administrative and technical support of a clerical nature, as required, to a project team;

·        Assisting the project team on the coordination of multiple projects;

·        Communicating with project management on administrative matters related to the project

·        Communicating with and coordinating activities with project stakeholders;

·        Developing, maintaining, and updating relevant project information, including project activity schedules, status reports, and correspondence;

·        Assisting in the preparation and coordination of project documentation, including charters, scope statements, and components of the business case;

·        Assisting in the preparation and development of scheduled and unscheduled reports;

·        Researching and locating background information, analyzing, extracting relevant information and writing summaries for specific project requests;

·        Preparing meeting notes and records of decision, performing any required follow-up post meeting, and validating and condensing meeting transcripts for clarity.

·        Tracking project change requests;

·        Tracking deliverable completion and performing follow-up on any missing or off-schedule items;

·        Maintaining the risk register or issue log for a project or projects;

·        Escalating project risks, issues, and/or concerns to the Project Manager overseeing the project;

·        Tracking project budgets, including maintaining and tracking financial transactions, entering

·        commitments and expenditures into the project’s financial budget;

·        Organizing and managing logistics requirements for large meetings with the SAP Center of Excellence partners and other areas of the department; and

·        Working closely with Team Leads, Managers and Project Managers to ensure information is shared and deadlines are met.

Experience Required: 

·        Assisting on the simultaneous coordination of several projects,

·        Maintaining project schedules,

·        Tracking project budgets

·        Maintaining the risk or issues log,

·        Preparing and validating meeting notes or records of decision,

·        Tracking project deliverables,

·        Escalating risks, issues or concerns, and

·        Working closely with other project team members (such as Team Leads, Managers and Project Managers) to ensure project information is shared and deadlines are met.

·        Experience developing or updating project management artifact documentation, where the experience cumulatively includes any three (3) of the following project documents:

·        i.              Project charter,

·        ii.            Project schedule,

·        iii.           Business case,

·        iv.          Communication plan,

·        v.            Budget,

·        vi.          meeting notes and records of decision;

·        vii.        Customer or stakeholder analysis, and

·        viii.      Risk or issue log.

·        providing project coordination services for large project teams (i.e. including at least 30 team members) or for multiple simultaneous client projects

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